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Setting up an Event

Setting up an event in Middletwin is easy. It all starts in the Events app. In order for an administrator login to have access to the Events app they need to have the “Event Manager” permission enabled on their login. See the Account Logins knowledge base document for details on setting up logins.

The Events app

In the Events app you will see 3 tabs. One for shows, one for venues, and one for activities. In order to setup a show you will need at least one venue. A venue is synonymous with the physical location you intend to hold your event at. A venue could be a restaurant, a meeting room at a hotel, a local park or fairground, etc…

Create a Venue

Click on the Venues tab to display your list of venues.

The list of venues

Note that the list of venues just displays the venue name. To add a new venue, click on the “Add venue” button above the table and on the right.

New Venue dialog

Just enter a name for the venue. Note that this is all you need for the venue, you do not need to do any more setup if you do not intend to setup and sell spaces at the venue through the member portal. Enter in a descriptive name and click the “Save” button. The new venue will appear in the venue list.

To setup a venue click on the venue row (not the checkbox in the left column). This will open up the venue details view

The Venue details view

In the venue details view you can edit the venue name, and setup spaces for the venue in the venue map. The purpose of setting up spaces in the venue is to manage and or sell spaces at your event. You can think of these as vendor spaces. If you do not plan to manage spaces at your event, you can skip this.

Follow the instructions on this page for adding spaces to the map. Note that when you setup spaces you will need to specify a row, number, and cost for the space, as well as its availability.

If you configure the event to allow vendors, there will be a vendor registration option on the member portal that vendors can use to register for the event. Part of that registration process will be the display of this map with all un-reserved spaced displayed as available. When the vendor select a space it will display the spaces cost (multiple spaces will be added together) and the vendor will be able to purchase the space(s), which will mark them as unavailable to other vendors.

Create an event

Click on the “Events” tab to display your list of events.

To create a new Event click on the “Add event” button above the able on the right side.

The new Event dialog

Specify a name, the venue, and if you are creating an event that has a similar setup to previous events, and you want to save time by not having to re-create all the event settings that will be mostly the same to the previous event (like an annual event), choose the event you want to copy here. This is a big time saver feature. Click the “Save” button when you are done.

This will add your new event to the events table.

Click on the row of an event (not the checkbox in the left hand column) to edit an events details.

The event details view

From here you can setup all the event attributes. On the left most column are the settings for the events

  • Name – Displayed in the portal
  • Begin Date – Actual event start date
  • End Date – Actual event end date
  • Venue – Where the event is held
  • Schedule (aka description) shows up in the member portal as the description of the event for registrations and tickets

In the middle pane are the setting for

  • Media – upload an image that represents your event, like a flyer
  • Classes – the classes you will have at your event
  • Tickets – tickets that you can sell to your event
  • Results – if your event uses classes, you can have voting and the voting results will be displayed here

The rightmost pane has the configuration settings for setting up online registration (aka pre-registration) and vendor registration. Vendor registration allows vendors to purchase venue spaces.

See the individual knowledge base documents for specifics on setting up event features and how to manage them for your event.

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